Administrative Assistant

Starting date: as soon as possible
Location: Berlin
Terms: Full time position. One-year contract with perspective for extension based on performance and funding
Other requirements: EU citizen or existing work permit
Application deadline: until position is filled


For further information send your questions via email to .
To apply, send your CV and covering letter in German or English with the subject “Administrative Assistant” by email to .

We are currently seeking an Administrative Assistant to join our Berlin office. You will work in an international environment supporting our administration team in making day-to-day operations run smoothly. As Administrative Assistant you will be reporting to the Global Team Assistant and working closely with the HR Manager.

Key responsibilities

  • General office duties such as drafting documents, writing meeting minutes, answering phone calls, sorting incoming post
  • Maintaining office supply stocks, equipment and stationery
  • Liaise with janitor, cleaners, service providers and contractors
  • Setting up workspaces and computers for new colleagues
  • Updating inventory and contract registers
  • Booking team travel and logistics planning
  • Technical and IT support for colleagues, including support with the teleconference system, telephone system etc.
  • Ensure regular maintenance of office machines (photocopiers, scanners, coffee machine)
  • Event organisation, organising catering and supporting on logistics
  • Assistance in the development, implementation and regular review of administrative systems, processes and databases 

  • Other duties as assigned

Support HR

  • Coordinating Occupational Health & Safety requirements, i.a. acting as 1st point of contact, implementing OHS requirements in the office, organising regular Health & Safety trainings and related activities
  • Coordinating professional development courses for colleagues including language courses, in house stress prevention measures
  • Administrative assistance for recruiting processes

Your Profile

  • Vocational training as an office clerk, foreign language assistant or a Bachelor degree in business administration or similar
  • Excellent communication skills and sense of humor
  • Work experience in an administrative position (6 months – 2 years)
  • Organisational and time management skills. This includes the ability to manage multiple priorities within set timelines, proactively finding solutions, and remaining calm when working under pressure.
  • Tech-savvy: Strong skills in using the full Microsoft Office Suite, experience in working with Macs is an advantage
  • Experience with German health and safety regulations a plus
  • Fluency in German and good English, French is an asset
  • Enjoy working as part of an international team
  • Motivated and reliable self-starter, with the ability to work independently


  • Experience in developing and maintaining electronic administrative systems and experience in identifying and implementing quality improvement initiatives.
  • Experience working in an international or non-profit organisation or research institute.